Customer Invoices (CI)

Overview

Customer Invoices update the accounting as well as the Inventory. When a Invoice is complete, the outstanding amount immediately reflects on the Customer Age Analysis.

Two Invoice modules are available, each with it's own number sequence.

Customer Invoices - Used for business-to-business sales
POS - Sales - Used for over-the-counter sales, mostly to consumers.

Navigation

Main Menu > Workflow > Customer Invoices

How to create a Customer Invoice

A Customer Invoice transaction is generally copied from a complete Delivery Note.

New Customer Invoice from complete Delivery Note

Open the complete Delivery Note and click Actions > Copy to Customer Invoice to open the Copy dialogue.
Select the items that have been delivered and click the Copy button to create the Customer Invoice.

New Blank Customer Invoice

Click the New button on the grid view or from an open Invoice.
Customer - Select a Customer and then select a Contact - if only one Contact is linked to the Customer, it will automatically be selected. Open Menu > Customer > Add/Edit to add a new Customer or edit the selected Customer.
Rep - By default, the Sales Representative linked to the Customer will be selected. You are, however, able to select a different Sales Representative.
Add Items - Items can be added to an invoice in various ways.
- Select the item from the Item lookup above the Items grid view

Goods Issue (GI)

When a Customer Invoice is completed (The Status is set to Complete) a Goods Issue transaction is created in the background to Issue the Stock. This happens automatically when the Invoice is printed or e-mailed. Only the Inventory Items with a quantity greater than zero will be copied to the Goods Issue transaction. When an Invoice is re-activated (Status set to Active or Pending), the linked GI transaction is cleared. You can open the linked GI transaction by clicking the Links button on the Invoice.

Item Summary

Click the View button on the right above the Items grid and select View Inventory.

You can right-click an item and select View Item Summary for detail about the Item's specification, inventory levels, pricing and transaction history.

Warnings

A red warning bar at the top of the invoice is used to warn you of the following:

Missing Serial No's on Item/s: Code, Code, etc. - This warns you that serial numbers have not been recorded against the sale items.
Customer Warning - You are able to add a warning linked to a Customer. See Setup > Customers > Accounting tab > Warning.
Duplicate Order No. - The Order No is a duplicate that has previously been used by the selected Customer.

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